Document Management AssistantAxelon Services Corporation • Toronto

Document Management Assistant

Axelon Services Corporation • Toronto

17 days ago

Job type

Permanent

Job description

Job Title : Document Management Assistant

Location : [Insert Location]

Pay : [Insert Pay]

Job Purpose :

Support the Employee Records Digitalisation project by scanning physical HR records.
Rename digital files according to the agreed naming convention.
Securely destroy physical documents in compliance with Client Records Management standards.

Qualifications & Skills :

Prior experience in document scanning, imaging, or records management preferred.

Strong attention to detail and accuracy.

Ability to follow strict naming conventions and compliance protocols.

Familiarity with secure document destruction processes.

Basic technical skills for operating scanning equipment and file management.

Ability to lift and handle physical boxes of documents.

Key Responsibilities :

Document Preparation & Scanning

Organize and prepare physical employee records for scanning.

Operate scanning equipment to digitize documents ensuring high-quality, legible images.

Verify completeness and accuracy of scanned files before saving.

File Naming & Organization

Rename scanned files using the approved naming convention (e.g., EmployeeID_FirstName_LastName_DocumentType_DDMMYYYY).

Ensure files are stored in the designated digital repository for easy retrieval.

Secure Document Destruction

Destroy physical documents post-scanning in accordance with Client Records Management guidelines.

Confirm destruction is permanent and irreversible, ensuring compliance with regulatory and internal standards.

Compliance & Confidentiality

Handle sensitive employee information with strict confidentiality.

Follow all Client data privacy and records retention policies.

Reporting

Maintain logs of scanned and destroyed documents for audit purposes.

Report progress and any issues to the project manager.

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Management Assistant • Toronto

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